Privacy Policy

What does this policy cover?

This policy describes how Windsor Hockey Club (WHC) will make use of the data we handle in relation to our members, players and supporters.

It also describes your data protection rights, including a right to object to some of the processing which we carry out. More information about your rights, and how to exercise them, is set out in the ‘What rights do you have?’ section.

WHC uses your personal data to manage and administer your membership and your involvement with its teams and the club, and to keep in contact with you for these purposes.

Data is collected via our website that is hosted on the Pitchero system and as such your data is also shared with them. Our Pitchero website and its systems are General Data Protection Regulation (EU) 2016/679 compliant and have been approved for use by England Hockey, which is the governing body of WHC.

Amongst the data we collect from you may be medical (including injury) information. We will hold this where you (or your parent/guardian) have given consent, so that we can ensure we are aware of your condition and that you are supported appropriately.

Where you work in a particular role for WHC, you may be required to undergo a Disclosure & Barring Service (DBS) check using the England Hockey procedure.

What information do we collect?

WHC collects and processes personal data from you or your parent when you join and when we carry out annual renewals of your membership. This includes:

• your name
• your gender
• your date of birth
• your home address, email address and phone number
• your passport and NI details, where we have to check your eligibility or ability to volunteer or work for us
• your type of membership and involvement in particular teams, or any key role you may have been allocated in WHC (e.g. Team Captain)
• your payment and/or bank account details, where you provide these to pay for membership, subscriptions, merchandise, competitions or courses
• your marketing preferences, including any consents you have given us
• your medical conditions or disability, where you provide this to us with your consent (or your parent’s consent) to ensure we are aware of any support we may need to provide to you
• your emergency contact details of your next of kin, parent or guardian.

Some information will be generated as part of your involvement with us, in particular data about your performance, involvement in particular matches in match reports and details of any disciplinary issues or incidents you may be involved in on and off the pitch, such as within health and safety records.

What information do we receive from third parties?

Sometimes, we receive information about you from third parties (e.g. if you are a child) we may be given personal data about you by your parents.

We may receive information relating to your existing registrations with other clubs, regulatory bodies or disciplinary history from England Hockey. Additionally, for certain role holders or those working with children, we may receive information from the DBS and England Hockey on the status of any DBS check you have been required to take.

How do we use this information, and what is the legal basis for this use?

We process this personal data for the following purposes:

• to fulfil a contract, or take steps linked to a contract: this is relevant where you make a payment for your membership and any merchandise, or enter a competition. This includes:

- taking payments
- communicating with you
- providing and arranging the delivery or other provision of products or services

• as required by WHC to conduct our business and pursue our legitimate interests, in particular:

- we will use your information to manage and administer your membership and your involvement with its teams and club, and to keep in contact with you for these purposes
- we will also use data to maintain records of our performances and history, including match reports, score lines and team sheets
- we use CCTV cameras to maintain the security of our premises, and may use this video to investigate incidents at WHC or its premises
- we may choose to send you marketing and promotional materials by post or by email where we want to send you information that may be of interest to you

• where you give us consent:

- we will send you marketing or promotional material by email
- we may handle medical or disability information you or your parent provides to us, to ensure we support you appropriately
- on other occasions where we ask you for consent, we will use the data for the purpose which we explain at that time.

• For purposes which are required by law:

- we maintain records such as health and safety records and accounting records in order to meet specific legal requirements
- we ensure, where you will work with children, that you have undergone an appropriate DBS check (this is also carried out with your consent)
- where you hold a role in WHC requiring us to check your right to work, we may process information to meet our statutory duties
- we may respond to requests by government or law enforcement authorities conducting an investigation.

Who will we share this data with, where and when?

Data may also be shared with regulatory bodies such as England Hockey, umpiring and league associations (e.g. MBBO) where match day reports, team sheets or other documents are submitted, as a requirement of these organisation rules and regulations.

Some limited information may be shared with other stakeholders in hockey, such as other hockey clubs, constituent bodies, referee societies, league associations, so that they can maintain appropriate records and assist us in organising matches and administering the game.

Personal data may be shared with government authorities and/or law enforcement officials if required for the purposes above, if mandated by law or if required for the legal protection of our or the England Hockey’s legitimate interests in compliance with applicable laws.

Personal data will also be shared with third party service providers, who will process it on our behalf for the purposes identified above. Such third parties include Pitchero the provider of our website.

What rights do you have?

You have the right to ask us for: (a) a copy of your personal data (b) to correct, delete or restrict (stop any active) processing of your personal data (c) to obtain the personal data you provide to us for a contract.

In addition, you can object to the processing of your personal data in some circumstances (in particular, where we don’t have to process the data to meet a contractual or other legal requirement, or where we are using the data for direct marketing).

These rights may be limited, such as: (a) where fulfilling your request it would reveal personal data about another person (b) if you ask us to delete information which we are required by law to keep (c) have compelling legitimate interests in keeping.
To exercise any of these rights, you can get in touch with us using the details set out below. If you have unresolved concerns, you have the right to complain to the Information Commissioner’s Office.

Much of the information listed above must be provided on a mandatory basis so that we can make the appropriate legal checks and register you as required by WHC and England Hockey rules and regulations. We will inform you which information is mandatory when it is collected. Some information is optional, particularly information such as your medical information. If this is not provided, we may not be able to provide you with appropriate assistance, services or support.

How do you get in touch with WHC?

We hope that we can satisfy queries you may have about the way we process your data. If you have any concerns about how we process your data, or would like to opt out of direct marketing, you can get in touch at info@windsorhc.co.uk or by writing to Windsor Hockey Club c/o Windsor Boys School, 1 Maidenhead Road, Windsor, Berkshire SL4 5EH.

If you have any concerns about how England Hockey process your data, you can get in touch at enquiries@englandhockey.co.uk or by writing to England Hockey, Bisham Abbey NSC, Bisham, Marlow, Buckinghamshire SL7 1RR.

How long will we retain your data?

We process the majority of your data for as long as you are an active member and for 6 years after this.

Where we process personal data for marketing purposes or with your consent, we process the data for 6 years unless you ask us to stop, when we will only process the data for a short period after this (to allow us to implement your requests). We also keep a record of the fact that you have asked us not to send you direct marketing or to process your data indefinitely so that we can respect your request in future.

Where we process personal data in connection with performing a contract or for a competition, we keep the data for 6 years from your last interaction with us.
We will retain information held to maintain statutory records in line with appropriate statutory requirements or guidance.

England Hockey will maintain records of individuals who have registered for purposes such as DBS checks and the resulting outcomes and other disciplinary matters for such period as is set out in the England Hockey’s privacy notice to be set out on www.englandhockey.co.uk

Records of your involvement in a particular match, on team sheets, on results pages or in match reports may be held indefinitely both by us in order to maintain a record of the game.

Windsor Hockey Club

21st July 2025

25th September 2025